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Chapter Programming Strategies for ARMA Advisors

Learn effective tips and strategies for managing monthly programs, engaging speakers, budgeting seminars, and enhancing chapter events for ARMA advisors. Discover key committee duties and successful event planning techniques.

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Chapter Programming Strategies for ARMA Advisors

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  1. Education &Programming in the ARMA Chapter Chapter Advisor of Education and Programming: Bradlee W. Davis bradlee.davis@jacksonlewis.com

  2. Arrange all aspects of monthly programs. • Set the educational tone for the chapter and be responsible for that content of meetings is useful and themed around records management, information governance and professional development. Programs Chair/Director

  3. Gather Committee Members from membership or utilize board. • Arrange for speakers, tours, films. • Coordinate speaker travel arrangements. • Typically presides over the seminar committee. • Contract negotiation with meeting facility, acting on behalf of the chapter. What Are My Duties?

  4. Awards Committee • Education Committee • Financial Review Committee • Membership Committee • Nominating Committee • Program Committee • Publicity or Public Relations Committee • Teller Committee • Don’t Try and Do it ALONE Committees

  5. Survey your members for their ideas on topics, times and dates • Select Hot Topics (items in the news, groundbreaking projects, new legislation) • Explore local talent for speakers • Select speakers based on knowledge, reputation and experience • Plan your program year in advance so members can plan their time and financial resources • Create a flyer for each event that includes registration section • Send notification of event to all Members and others well in advance • Send a reminder one week or a few days before the event • Make Registration simple with options (online, fax, phone) • Offer a Season Pass or multiple session attendance discounts • Accept various methods of payment and specify • Encourage payment in advance Chapter Programming Tips

  6. Be Geographically Flexible (move from downtown to suburbs, etc) • Offer outreach programs to members outside of the core area • Partner with other chapters or organizations • Incorporate Events into the Programs Calendar (members appreciation, family day, privacy day, RIM Month, book signing, vendor tour, • Offer what you can offer successfully (monthly, quarterly sessions) • Offer a variety of event types (breakfast, dinner, lunch, half day, full day, multitrack, social) • Decide on a Breakeven Cost (such as # of attendees) • Include all items that cost money (meals, a/v, speaker fees, speaker gifts, photocopying) • View the rooms and taste the food before the event • Verify other services offered (audio visual, etc) • Ask for non-profit rates • Shop around for best quality and cost combination (discounts, complimentary items) • Build relationship with hotel contact

  7. Program Goals • Target Audience • Education or Training Topic • Education Program Planning Chapter Education Development

  8. Your membership/board • Board member personal networking • Other chapters • Speakers Bureau Where Do We Get Speakers?

  9. It’s like a full chapter year in 1 day! • We don’t have the time or the resources to do it! • It’s too much trouble! • It’s too expensive! • No one ever attends! Seminar

  10. Make the decision to do a seminar early. • Form seminar committee immediately. • Set Date first: Can promote with more info to come. • $$$$ - what sort of seed money do you have? • Set Budget • Set Venue: Seek FREE • Set Umbrella Topic: • Search for Speakers • Click Here for more Detail Seminar Planning/Checklist

  11. Sample Seminar Budget Guidelines Worksheet PROGRAM EXPENSE • Speakers’ expenses and honorariums $_________________ • Speakers’ gifts $_________________ • A/V rentals $_________________ • Postage $_________________ PROMOTION • Paid advertising $_________________ • Brochure printing $_________________ • Mailings $_________________ REGISTRATION • Printing $_________________ • Postage $_________________ • Roster preparation $_________________ • Packets/goody bags $_________________ FACILITIES • Food and beverage $_________________ • Meeting space rental $_________________ • Social functions $_________________ • Decorations $_________________ Seminar Budgeting

  12. Speaker Grant • Speaker Confirmation Correspondence • Speaker Needs Form • Event Planning Check List • AV Tips and Guidelines Testing One Two Three: Got My Speaker Now What

  13. Stumped one particular month or have someone bail and don’t know what to do?….. • ARMA is here to save the day with Program in a Box. Program In a Box:

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